Comments: Please contact Kelly Duggins with questions or concerns in reference to services to be provided: Kelly.Duggins@dhcd.virginia.gov (804)371-7180 QQ for 45 estimated participants per day.

Special Terms and Conditions: Special Terms and Conditions are attached. Worksheet MUST be completed. Please review Sample Room Layout. ALSO PLEASE NOTE THE HIGHLIGHTED CHANGES IN THE WORKSHEET. Service Area: 98 (Preferably Richmond VA)

This solicitation is applicable to the required services associated with the Virginia Department of Housing and Community Development (DHCD) Jack A. Proctor Virginia Building Code Academy (JPVBCA), which operates a professional training program designated for the governmental code enforcement personnel of .

This solicitation is designated as a set-aside procurement for the Virginia Department of Small Business and Supplier Diversity (SBSD) certified small businesses, inclusive of Small, Women- and Minority-Owned (SWAM) businesses, in accordance with Special Terms and Conditions Z of the Agency Procurement and Surplus Property Manual. Bids submitted by a Bidder/Vendor who is not certified as a SBSD or SWAM entity through the Virginia Department of Small Business and Supplier Diversity (SBSD) may only be considered if conditions cannot be met per the Agency Procurement and Surplus Property Manual (APSPM) for set-asides.

This solicitation, including the specifications, requirements, terms, and conditions herein, shall be incorporated by reference into the bid award and contract. This solicitation establishes a standard of expectation for required services, functionality, quantity, and quality. Should a bid not provide for or vary from any of the specifications, requirements, terms, or conditions of this procurement herein, the Bidder may be considered non-responsive.

All bid responses shall be submitted electronically via the Virginia eVA Quick Quote application. All bid responses shall be received by 5:00 p.m. EST on April 9th, 2020, in order to be considered. Non-responses shall not be required.

Department of Housing and Community Development

Jack A. Proctor Virginia Code Academy Program

Advanced Official

Richmond Area, Service Area 98

May 5-7, 2020

Minimum Program and Facility Specifications, Requirements, and Logistics

The detailed program and facility specifications, requirements, and logistics relative to this JPVBCA program are as provided below.

Program Participants:

• Program requirements to be provided for 45 program participants, including registrants, instructors, and staff, determined upon final participant registration and provided by DHCD 7 days prior to program

• Educational event/conference space to be provided for 45 program participants, including registrants, instructors, and staff, determined upon final participant registration and provided by DHCD 7 days prior to program

• Hotel/lodging accommodations to be provided for 30 estimated overnight program participants, including registrants, instructors, and staff, determined upon final participant registration and hotel/lodging needs and provided by DHCD 7 days prior to program

• Overnight program participants, instructors, and staff to occupy single hotel/lodging rooms

• Restaurant/catering provisions to be provided for 45 program participants, including registrants, instructors, and staff, based upon final participant registration and hotel/lodging accommodation needs and provided by DHCD 7 days prior to program

• Up to 5 instructors and staff for dinner meal the evening prior to program

o Lodging instructors and staff to receive dinner coupon or charge meals to master bill in the amount of dinner per diem based on GSA rates for location. Any amount over per diem will be charged to the individual

o 45 participants for all lunch meals and refreshment/beverage services

o Up to 5 lodging instructors and staff per class to receive dinner meals throughout training.

General Logistics:

• Program area/location, based upon 1 of 4 statewide regions as specified herein, and date to be non-negotiable

• Program location:

o Preferably located in single facility and continuous throughout duration of program and inclusive of all needs for educational event/conference arrangements, hotel/lodging accommodations, and restaurant/catering provisions

o A case by case consideration may be given to a lodging and training facility that is no more than 3 miles distance from each other. Transportation between lodging site and training facility must be made available for participants at no additional cost to the Academy or participants.

• Facility to be of above average/standard quality in product and service, equivalent to minimum 3 star/diamond rating or above based upon ratings provided by Orbitz or Travelocity, and to be verified through site visit and inspection within 30 days prior to the scheduled training

• Facility to be conveniently located to interstate travel and a variety of restaurants

• Facility to provide conveniently located parking on site or immediately adjacent to facility, inclusive in quote/bid

• Facility and site to comply with accessibility standards to be accessible to physically disabled and impaired

• Facility to be maintained in sanitary, safe, and operational order, with no on site construction in progress

• For the safety and security of our participants, rooms shall be accessible from the interior of the hotel.

General Facility:

• To provide adequate kitchen facility available to prepare and/or heat meals on site

• To comply with accessibility standards to be accessible to physically disabled and impaired

• To be equipped with automatic fire detection, notification, and suppression systems throughout and all systems to be maintained in operational order

• To provide business center with high speed or wireless internet service/access, fax machine, and printer

• To be equipped and provided as part of the contract with cellular telephone service/coverage throughout and high speed or wireless internet service/access in hotel/lodging accommodations and educational event/conference facility and space, inclusive in quote/bid

• To be equipped with telephone service, cable or satellite television service, and clock in each hotel/lodging accommodation, inclusive in quote/bid

Educational Event/Conference Facility, Space, and Arrangements:

• To be continuous throughout program, with no other scheduled or conflicting program located in same facility space throughout the duration of program

• To be set up and arranged by 3 p.m. day prior to program per attached diagram

• To be equipped with appropriate technology, audio/visual, and communication equipment, including LCD projector, projection screen, speaker system, and wireless microphones, with projection screen of adequate size to be easily visible and speakers of adequate location to be easily audible in space, not inclusive in quote/bid

• To be equipped with rectangular tables with privacy panels/skirts and chairs, with adequate surface space width and depth for participant training materials, including code books, 2-3 inch three-ring binders, and writing paper

• To be equipped with rectangular table with privacy panels/skirts and lectern with adequate seating for 3 instructors located at front of space

• To be equipped with small table and extension cord for audio/visual equipment

• To be equipped with rectangular table with privacy panels/skirts with adequate seating for 2 staff located at rear of space

• To be accessible by elevator if located on other than ground level

• To be equipped with high-speed internet service/access, inclusive in quote/bid

• Program meeting space shall be a minimum of 1,600 square feet for each course/program associated with this proposal

o To provide meal space completely separate from meeting space

Hotel/Lodging Accommodations:

• To be equipped with cellular telephone service/coverage and high speed or wireless internet service/access

• To be equipped with telephone, cable or satellite television service, and clock in each hotel/lodging accommodation

• Lodging rates (excluding taxes and surcharges) shall not exceed the published Commonwealth of Virginia State Travel Regulations

Restaurant/Catering Provisions:

• To provide adequate kitchen facility available to prepare and/or heat meals on site

• To provide dining space for meals that is completely separate from meeting space

• To provide per diem meal coupon or ability to charge per diem dinner meal to master bill the evening prior to the program for lodging instructors and/or staff

• To provide full hot breakfast each training morning of program for ALL program participants, instructors, and staff at 7:00 a.m. to 8:00 a.m., including variety of selections such as eggs, breakfast meats, pancakes/waffles, breads/biscuits, fruits, yogurts, and beverages such as milks, juices, coffees, and teas, unless full or expansive continental breakfast included in hotel/lodging accommodation fee

• To provide full plated or buffet lunch each training afternoon of program for all program participants, instructors, and staff at 12:00 p.m. noon to 1:00 p.m., including variety of selections or entrees, such as meats, vegetables, delicatessen sandwiches, pastas, hot or cold salads, desserts, and beverages such as coffees, teas, and soft drinks

• To provide full refreshment/beverage service each day of program at 10:00 a.m. in morning and 2:00 p.m. in afternoon for all program participants available in educational event/conference space,

• To provide all-day full coffee, hot tea and water service each day of the program

• Full dinner meal not to be provided after completion of final afternoon of program

• Breakfast, lunch and dinner (including all taxes and fees) shall not exceed the published Commonwealth of Virginia State Travel Regulations for each category of meal

Service Provider Responsibilities

Event/Conference Planner or Host Hotel:

• To conduct site visit and inspection of potential facility prior to and within 30 days of submittal of quote/bid for that facility to confirm fulfillment of all specifications, requirements, and standards

• To arrange and secure all logistical requirements of program

• To manage and oversee site facilitation/coordination services when providing such services under this contract

• To resolve any hotel/lodging and restaurant/catering issues promptly

• To be available 24 hours per day to respond to telephone calls within 15 minutes and to on site emergencies not resolved by telephone within reasonable amount of time based upon necessary travel distance

• To ensure that DHCD or their designated staff has authority to make changes and modifications on site to contract with subcontractor or facility to address issues, with any resulting additional charges incurred to be included as change order to final contract amount

• To provide DHCD with all substantiating documentation upon completion of program, including facility hotel/lodging folio, restaurant/catering/banquet order, and copies of all relevant invoices and receipts

• Quote/bid to include all incidental costs required to perform above responsibilities, overhead, and profit, however overnight hotel/lodging accommodations, restaurant/meal provisions, and transportation for event/conference planners not to be provided, incurred, or reimbursed by DHCD unless included in total quote/bid amount

• Quote/bid to be based upon estimated program participants, however final contract to be based upon actual services delivered

• Quote/bid for hotel/lodging accommodations and restaurant/catering provisions to be within allowable State per diem rates in accordance with current State Travel Regulations

SPECIAL TERMS AND CONDITIONS

1. AWARD OF BIDS: The bid shall be awarded to the lowest responsive and responsible Contractor/Vendor. The bid award shall be based upon the total sums arrived from the correct mathematical calculations and computations, including addition, subtraction, multiplication, and division.

2. AVAILABILITY OF FUNDS: It shall be understood and agreed between the parties herein that the Department of Housing and Community Development (DHCD) shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this contract, at the sole determination and discretion of DHCD.

3. ABILITY TO PERFORM AND SATISFY TERMS OF CONTRACT: The Contractor/Vendor shall be prepared to conduct business in a professional manner as well as have the ability to legitimately enter into contracts/subcontracts, adequately perform within the requirements, terms, and conditions of this contract, and properly secure the specified and required deliverables, such as facilities, products, and/or services procured under this contract.

4. CONDITION OF FACILITIES: The Contractor/Vendor shall conduct a site visit and inspection of the subcontracted facility within thirty (30) days prior to submittal of the quote/bid to confirm the condition of the facility and site. The Contractor/Vendor, upon awareness prior to or during the program, shall immediately notify the Department of Housing and Community Development (DHCD) in the event that the condition of the subcontracted facility changes, deteriorates, or any portion thereof undergoes construction, renovation, or repair. The Contractor/Vendor shall immediately report any such construction, renovation, or repair, as well as any operational or maintenance issues to DHCD. This contract may be rescinded, if upon the sole determination and discretion of DHCD, any such condition or construction activity may negatively impact the program. In the event that a contract is rescinded, DHCD shall have the option, based upon its sole discretion, to negotiate with the current Contractor/Vendor for use of a comparable facility, to offer the contract to the next lowest responsive and responsible Bidder/Vendor, or to void the quote/bid altogether and reissue the quote/bid in the Virginia eVA Quick Quote system.

5. CANCELLATION OF CONTRACTS: The Department of Housing and Community Development (DHCD) shall reserve the right to cancel and terminate this contract, typically due to causes such as funding constraints, instructor availability, or low enrollment, based upon its sole discretion, in whole or in part, without penalty, upon seven (7) days written notice to the Contractor/Vendor. Cancellation clauses and penalties shall be in accordance with Item 6 as provided by the Contractor/Vendor, unless waived by the Contractor/Vendor and/or subcontractor. Should postponement of the program be necessary due to acts of God and/or nature, the bid award/contract shall stand and remain with the successful Contractor/Vendor, unless such Contractor/Vendor is unable to accommodate rescheduled dates of program at bid award/contract amount and satisfy remaining terms and conditions of this procurement/contract.

6. DISCLOSURE OF CANCELLATION POLICY AND PENALTY: The Contractor/Vendor shall provide by attachment to this Quote/Bid the cancellation policy and disclose any applicable cancellation penalties or fees that would be applied by the subcontracted facility or incurred by DHCD in the event of cancellation of the program within 7 days of the begin date of program, excepting other than at the cause of acts of God and/or nature. Similarly, the Contractor/Vendor shall state when this policy and any penalty would be waived relative to this procurement and program.

7. CHANGES TO CONTRACTS: The Contractor/Vendor shall not elicit any substitutions, deletions, changes, or other modifications to the services provided under the provisions and terms of this contract that affect the contract amount and/or initiate a change order without the prior knowledge and express consent of the Department of Housing and Community Development (DHCD). DHCD and its designated staff may implement such modifications and affect such change orders as necessary to any subcontract of the Contractor/Vendor under this contract.

8. AFTER ACTION REPORTS: The Contractor/Vendor shall submit an After Action Report to the Department of Housing and Community Development (DHCD) upon submission of invoice and within seven (7) days after the completion of program/end date of contract. The After Action Report to summarize the program events, document actions taken to implement the contract, and evaluate the subcontractors, if any, shall be submitted on a form provided by DHCD.

9. INVOICES AND SUPPORTING DOCUMENTATION: The Contractor/Vendor shall promptly submit all invoices, which shall cite the Purchase Order/Contract number assigned to this contract, and supporting documentation associated with this contract to the Department of Housing and Community Development (DHCD) upon the completion of program/end date of contract. Regardless of contract amount for services estimated and reserved, the Contractor/Vendor shall invoice DHCD for actual services delivered and used and provide such supporting documentation to substantiate the final invoice amount, i.e. itemized folios from the host hotel, banquet orders/bills, invoices, receipts, etc.

10. AUDIT OF RECORDS: The Contractor/Vendor shall agree and retain all records and other documents relative to this contract for five (5) years after final payment, or until audited by the Department of Housing and Community Development (DHCD), whichever is sooner. DHCD, its authorized agents, and/or State auditors shall have full access and the right to examine any of said materials during said period.

11. Vendor's Manual

8.7 Payment Requirements: All Contracts. All contracts awarded by state Agencies and Institutions require the following action to be taken by contractors:

a. Within seven days after receipt of amounts paid for work performed by the subcontractor under that contract:

(1) pay the subcontractor for the proportionate share of the total payment received from the agency attributable to the work performed by the subcontractor under that contract; or

(2) notify the agency and subcontractor, in writing, of his intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.

(3) A subcontractor may contact the contracting agency concerning non-payment and non-notification by the prime contractor. The agency will submit a Procurement Complaint Form to the prime contractor and the DGS/DPS Supplier Relationship Manager. The subcontractor has to show proof that it has not been paid by providing supportive document.

Department of Small Business and Supplier Diversity Certification Number:

Small, Women and Minority (SWAM) Owned Business:

Yes No

MANDATORY USE OF THIS WORKSHEET AND TERMS AND CONDITIONS FOR ALL BIDDERS:

Failure to complete and submit the worksheet for this solicitation, or modifications of or additions to the General and/or Special Terms and Conditions of this solicitation, may be cause for rejection of the bid proposal. However, the Department of Housing and Community Development (DHCD) reserves the right to determine, on an individual basis, in its sole discretion, whether to accept or reject such bid proposal.

Advanced Official

Richmond Area, service area 98

May 5-7, 2020

LINE ITEM 1 – Event/Conference Arrangements:

One educational event/conference space and associated technology, audio/visual, and communication equipment and service package to accommodate 45 program participants for 3 days

I hereby agree and acknowledge that I, or staff of bidding company, have personally performed a site visit and inspection of the proposed subcontracted facility within thirty (30) days prior to submittal of this Quote/Bid and attest that it meets the requirements, terms, and standards herein at the time of this Quote/Bid.

Agree Disagree

As the event/conference planner, I anticipate being present on site during this program, with the understanding that, if so, no additional costs shall be incurred by DHCD.

Yes No

TOTAL LINE ITEMS:

LINE ITEM 1 – Event/Conference Arrangements

$

LINE ITEM 2 – Hotel/Lodging Accommodations

$

LINE ITEM 3 – Restaurant/Catering Provisions

$

LINE ITEM 4 – Event/Conference Planner Fee

$

GRAND TOTAL QUOTE/BID:

$

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